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Forms & Resources

Registered Student Organization Updates:

  •  ASOIT General Meetings will be temporarily suspended.

  • Please watch for invites to participate in optional meetings as we continue to move forward in our remote learning environment.
  • The reduced fee decision impacts your incidental fee dispersal for Spring term. Watch for an email from the Campus Life Office with additional details.
  • Details in your groups account and on the Forms & Resources page
  • Please contact Campus Life with questions or concerns.
  • We have suspended all community service requirements for the 2019-2020 academic year, but are requesting that each RSO maintains a commitment to serving students and engaging with the Klamath Falls study body.
  • Connect with ASOIT and Campus Life on ways to get involved or plan a virtual event or activity.


Due to the lastest COVID-19 requirements, there will be no in-person events approved from now until further notice. 

For Spring Term events, groups wishing to use their funds for remote events may submit the requests as they normally would.  Please be as specific as possible when describing your event so that we can make the most informed decisions for the approval process.


Submit Event Approval Forms Online

All events must be submitted for approval at least two weeks in advance.  Meetings which have expenditures (ex: if you have snacks or meals at your meeting) must also be approved. 

Submit the Officer Update Form Online 
to re-register your club or organization for the year and be added as officers/ employees of your organization for the Event Approval Form.



How to Start a New Club:

If you have an idea for a new club, we can help!
All clubs require the following:

1. 5 student members
2. An advisor
3. A Constitution
4. Submit the club proposal form.
5. Follow all RSO policies and requirements. 

Read more in the information provided below!

Getting Official Club Recognition for the First Time

  1. Complete an online New Club Proposal Form.
  2. Read the RSO Handbook indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide to.
  3. Attend 2 ASOIT General Meetings

Campus Club or Associate Club?

A club is defined as a group of students who collaborate to address a need on campus. Club recognition is an annual process, and as such, organizations can only change classification (between Associate Club or Campus Club) at the beginning of each Fall quarter. There are different requirements for each classification of club/organization.

Campus Club Associate Club
5 members 3 members
1 advisor 1 advisor
Attend 2 general ASOIT meetings before formal recognition is given Attend 2 general ASOIT meetings before formal recognition is given
50 hours of community service 25 hours of community service
Eligible for $1500 annually ($100 per term maximum in first year) Not eligible for Incidental Fee funds
Have a representative at least 1 ASOIT General Meeting per month Welcome to attend, no voting privileges

Categories of Clubs

If you are unsure which category to select, seek advising from Campus Life.

  • Academic/ Professional
  • Cultural
  • Greek Life
  • Honorary
  • Political/Social Action
  • Recreational/ Sports
  • Religious/ Spiritual
  • Service
  • Social
  • Student Media

Benefits of Club Recognition

Being registered and officially recognized as a Campus Club allows groups:

✔ The use of the Oregon Tech name and logo for marketing and promotion of the club and its functions (Associate Clubs must identify themselves as an “Oregon Tech Associate Club”)
✔ The ability to hold meetings and social functions on campus in accordance with Oregon Tech scheduling policies
✔ Reasonable access to the facilities of the college, buildings, grounds, and equipment
✔ The ability to sponsor revenue-producing functions in accordance with established Oregon Tech policies
✔ For Campus Clubs, the ability to apply for an annual budget (up to $1,500 per year) from incidental fees (Associate Clubs are not eligible for any Incidental Fee funding)
✔ Eligibility for awards and honors given to student organizations

Tips on Recruiting Members

Use resources provided by your recognized status:

  • Advertise through campus outlets (Marketing Request Form)
  • Be listed on the Campus Clubs page
  • Create a profile on the Oregon Tech App
  • Define what club membership will mean to your members (what is required of them)
  • Engage with students within your area of interest
  • Find local opportunities for students to get involved
  • Go to ASOIT General Meetings and present your club during the public speakers portion
  • Host an interactive table at the Super Club Sign Up events
  • Invite your friends, classmates, and fellow Owls to join!
  • Join different clubs and find people of similar interests
  • Know your desired audience
  • Learn about what activities you might lead
  • Marketing starts with you
  • Now is the time! 
  • Open the possibilities of what the club might do
  • Prioritize your club's goals so that you can share them with others
  • Quit thinking and come talk to Campus Life
  • Reach out to friends and classmates 
  • Send a message to the Campus Clubs Officer for support
  • Tell your classmates about your club
  • Unveil your club at a surprise event
  • View the club's list to make sure a similar club doesn't already exit
  • Write a post in the Oregon Tech App
  • Xerox (copy) some flyers and have them posted
  • You have the power and the support that you need
  • Zoom around and tell folks about your club

Returning Club Officers:

Each year, all organizations must submit the online Student Organization Officer Update Form.

This will ask for your advisor name and contact information and your list of officers.  These names will be added to an internal contacts list which provides an opportunity for expedited completion of Campus Life forms. 

Ongoing Recognition for Clubs

  1. Complete an online Student Organization Officer Update Form.  
    • Submit this form every time there is a change to the officer board.
  2. Attend at least 1 ASOIT general meeting per month (2 are scheduled each month).
  3. Complete at least 50 hours of community service per year as an organization (25 hours for Associate Clubs), and submit those hours via the Oregon Tech listing on NobleHour.

Club/Program Email Addresses

Every club & student program has an organization email to use instead of having to send & receive messages from their own personal emails for club business.

These email addresses allow the club presidents & student program employees to “send as” from the organization email. So, for example, the International Club president can send out an email to members that will show it as coming from “International Club” rather than from the name of the club president. Same for replies to emails received into the organization account. 

Setting Up a Club Email in Outlook 2013 has directions on how to add the club email account into your existing Outlook mailbox. In addition, here is how to access your mailbox if you are not using Outlook, via Internet Explorer:

  1. Once logged into your email through my.oit.edu
  2. Click on your name in the upper right corner of the window and click "Open Another Mailbox"
  3. In the "Open Other Mailbox" window, enter the email address of the mailbox you want to open and click "open"

If you have any questions or need assistance with this process, contact Campus Life.

RSO Mailboxes

Every Registered Student Organization (RSO) has a mailbox in the ASOIT office. The mailboxes are actually file folders, located in a file cabinet just inside the doors to ASOIT. Club leaders can stop by anytime to check their mailbox, but once a week an ASOIT officer will check the mailboxes and email clubs if they have mail to pick up.




Event Approval Process

  1. Plan your event with your organization members.
  2. Create a budget.
  3. Submit an online Event Approval Form.
  4. Wait for confirmation.
  5. Complete all requirements of your event that are included on the approval. 

Room/ Space Reservations

When a club or program plans an event, they are completely responsible for every aspect of that event. These responsibilities will likely include set-up, gathering equipment through the College Union or other location, and clean up. An event open to the general public may require that organization members act as security personnel. All organizations are financially responsible for their event, and if damages occur they will be responsible for those as well.

As an officially recognized club or program at Oregon Tech, your group has the ability to reserve rooms for meetings or events in the College Union. Please visit the College Union Information Desk if you have any questions.

Serving Food at Events

An Event Approval Form must be completed for every event where food is served, both on and off campus (this includes events, programs, and meetings). This form must be completed two weeks prior to the event.

Sodexo, our on-campus dining and catering service, has a contractual first right of refusal for catering any events and programs held on campus. This means that when planning to serve food at an event, your group must give first opportunity for catering to Sodexo. The catering manager may accept the job, or may pass and give your group permission to obtain food/catering from an outside source.

Groups wishing to obtain food and/or catering services from a business other than Sodexo must complete the Food Service Exception Form and get all appropriate signatures, before making arrangements.

For catering with Sodexo, contact Steve Kappler (Dining Manager) to determine the type of service needed. During this meeting, table set-up, linen requirements, number of volunteers needed for set up, meal service, and clean up should be discussed. *Your group should go to this meeting prepared with a specific budget amount available for food and a number of expected guests/participants to be served.

Events held off-campus must still have an Event Approval Form submitted, but there is no restriction for catering food, and no expectation to contact Sodexo for a catering quote.

Club Banquets

Club banquets have a lot of steps that need to be followed for both on and off-campus approvals and contracts. The Banquet Guidelines & Checklist Icon gives a detailed overview of everything that must be submitted or accomplished in order to hold a banquet.

The form is not required to be submitted, but is to serve as a resource for those clubs preparing to host a banquet. Page 2 of the form should be completed and submitted to Procurement and Contract Services office if you will be needing them to help create a contract with the banquet venue. If the venue/site has their own contract that they would like to use, then the PACS office can work with that and you do not need to complete that worksheet.

Once your banquet is over, be sure to submit the invoice for payment from the vendor as soon as possible to Campus Life.
Example of a Correct Banquet Invoice Icon

The Guidelines & Checklist document has all of the details you should need, but if you have any questions about the process or need assistance with any of the details, please do not hesitate to contact Campus Life for help. 


Co-sponsorship and collaboration on events provides groups with greater resources for funding, planning and implementation of events. If your group is interested in pursuing options for co-sponsorship, please contact an Associate Director of Campus Life for assistance.

Guest Speakers & Performers

Groups that need assistance in learning the process of bringing entertainment acts or speakers to campus should contact Campus Life to set up an appointment.

Alcohol at Events

While it is possible to plan an event that includes the service of alcoholic beverages, student organizations are encouraged to consider the purpose and goals of the planned event and whether the presence of alcohol would be appropriate and/or beneficial to those goals.

When a club/program wishes to serve alcohol at an event, the possession and consumption of alcohol must be approved at least 3 weeks prior to the event. It will be reviewed by VP of Student Affairs/Dean of Students and VP of Finance & Administration. While completing your Event Approval Form, you will be asked if alcohol will be served.

Please keep in mind:
  • At any event at which alcohol is available, sufficient quantities of nonalcoholic beverages must be available.
  • Food must be available at no additional charge (above the cost of the event).  
  • Advertisements of social events with alcohol shall not promote or describe (text or graphics) the availability of alcoholic beverages nor promote the consumption of alcohol by minors.
  • College regulations prohibit the possession or consumption of any alcoholic beverage on OIT grounds unless the College has sanctioned the location and/or conditions for possession or consumption. The location of the event must identify an area where the alcohol is served and consumed. This area must be secure so that only those individuals 21-and-over have access to the serving area.
  • Be prepared to upload a PDF diagram of the event, indicating where alcohol will be served and the access points.

Prizes/Give-Aways at Events

If your group plans to have door prizes or give-away at your event, please keep the following in mind:

  • You can get gift cards, gift certificates, gifts-in-kind (physical items), etc. as long as the business does not require a receipt for tax purposes.
  • Promotional items can be purchased to give to students at events (such as T-shirts, water bottles, etc.) and may be paid for by your student fee budget - as long the event is advertised and open to all students. Please see the Marketing/Graphic Standards Guidelines.
  • When prizes are given away at an event, the use of the Prize Receipt Form is required in order to confirm that items were in fact received by students. Please be sure to fill out the form completely, and get a signature from each prize recipient. This is not required for promotional items handed out to all attendees at an event.

Questions about this information and requests for assistance should be directed to Campus Life. 

Costs for Non-Students at Ticketed/Fee Events

By law, Incidental (student) Fees may not be used to benefit non-students. With that in mind, it is important to understand how to charge non-student participants at events and programs.

Student organizations may hold an event at which community and Oregon Tech employees are invited to participate, but if there is a per-person cost associated with participation in that event, any non-student participants must be charged accordingly. For example, an event that has food catered is typically charged at a per-person rate for the food. If the overall cost of food is determined at $8 per person, then non-students must pay that $8 to eat.

The only benefit that may be allowed for non-student participants in an event is if a group discount is assigned for an event. For example, if the Outdoor Program sponsors a ski trip to Mt. Bachelor:

  • The typical cost for an individual lift-ticket may be $100 for the day, but since the OP is sponsoring and guaranteeing at least 20 participants, the lift-ticket cost goes down to $80.
  • Since the Incidental Fees were not used to get that group discount, any non-student participant in the ski trip could benefit from the discounted rate and only have to pay $80.
  • The OP may decide to further discount the rate for students by using some of their allocated budget for the year to pay part of that cost, so they may give currently registered students a rate of $40 for their participation in the trip. Non-students may NOT utilize that discount, as they did not pay student fees and cannot benefit from discounts gained through use of those fees.

Risk & Waiver of Liability

Some events hosted by student organizations have an inherent risk of injury due to the nature of the activity in which students are participating. When receiving approval for an event via the Event Approval Form, you may be notified by Campus Life that your event requires the use of the Risk & Waiver of Liability Form.

A  liability form is required for participation in Oregon Tech organized activities (including student clubs and groups) where there is a reasonable chance of bodily injury, property damage, permanent disability, paralysis or death to the participants. These risks may result from the participation in the activity, the acts of others, or the unavailability of emergency medical care or immediate staff response.

If notified that your event requires the use of the Liability Waiver, you must have each individual participating in your event (including event leaders/coordinators) and complete the form. 

Liability Waiver forms are made available by the Campus Life staff and can be distributed electronically or with paper versions at your event.

If you have questions about the use of the form or how to protect your organization and event participants, please contact Campus Life.

Marketing Your Club & Your Events

  1. Identify your desired audience with your organization members.
  2. Design your materials
  3. Submit an online Marketing Request Form.
  4. Printed materials can be printed and taken to the College Union Info Desk for approval and posting.
  5. Post on the Oregon Tech App as your date gets close.

Advertising Guidelines

Displays (including, but not limited to, posters, notices, banners, etc.), which are obscene, litter the campus, damage property, advertise alcohol, or materially interfere with the regular and orderly operation of the college are prohibited.As an officially recognized club or program at Oregon Tech, your group has the ability to reserve rooms for meetings or events in the College Union. Please visit the College Union Information Desk if you have any questions.

All advertisements must be approved and stamped by the College Union Information Desk prior to posting on campus. View information about proper posting procedures or visit the College Union Information Desk.

All posted material not approved, or not properly posted as noted, will be removed promptly.

Posters, notices, displays or banners should be in good taste and reflect the Oregon Tech mission and values.

Excessive violations of posting procedures may result in a fine of up to $25.00 assessed by an Associate Director of Campus Life or the Vice President of Student Affairs, and/or loss of posting privileges for the club/organization in question.

Marketing Your Events

All events that are approved via the Event Approval Form will automatically be added to the online Campus Events Calendar. This also adds the event to the Oregon Tech Mobile App under the "Events" tab.

RSOs wishing to post event flyers around campus may do so by creating and printing copies to be given to the Info Desk (CU) and Res Life & Housing. 

Print 26 copies of your flyer for the Info Desk, and they will stamp approval on them and distribute them on all common bulletin boards around campus. 

Print 45 copies for Res Life & Housing, who will post them in all of the Residence Halls and the Village Apartments.

RSOs can request to have their events added to the digital display screens around campus and the electronic reader board at the main entrance to campus via the Marketing Request Form. TV ads should be submitted as a PNG or JPG in landscape orientation. 

Your student media organizations are always ready to support campus events with enough advanced notice. Contact KTEC radio, The Edge student newspaper, or OTB (Oregon Tech Broadcasting) for more information.

The Oregon Tech Mobile App is your mobile campus experience.  For training on how to utilize the app for your organization, contact Campus Life office.




Funding for Registered Student Organizations (RSOs) comes from the Incidental Fee, which is an activity fee that every student pays. The money gathered from this fee goes towards funding Athletics, the College Union, and Campus Life. Incidental fees paid to Campus Life are disbursed to the Campus Life department, campus clubs, student programs, and student media organizations.

Please refer to the RSO Handbook and the Budget Request web page for more information on the allocation of Incidental Fees.

Finance Details/Resources:

How to Spend Your Money

For liability purposes and the safety of our students and employees, it is NEVER permitted for anyone to sign a contract or agreement on behalf of Oregon Tech, a campus club, or student program. Contracts and agreements must be processed and signed by our Procurement and Risk Department representatives, via Campus Life.

There is a preferred order of priority in terms of paying for supplies, food, travel, etc. done by student organizations and employees/departments. That order is:

  1. First Preference: Use of Purchasing Cards (P-Cards): a club advisor may request the use of a P-card for purchasing. These cards are managed by Campus Life, and may be checked out and used by a club advisor only, on behalf of the club. Any advisor who wishes to be an approved P-card user must take the P-card training and test (found on TECHweb Faculty/Staff tab) and then contact the Business Affairs Office to get set up and approved for use.
    Once purchases are made with a P-card, the advisor must return the card and receipts immediately to Campus Life, and complete a short form that explains the details and purpose of the purchases made. Campus Life will then process the reconciliation of the related charges.
  2. Second Preference: Direct billing or invoice: a lot of area businesses already have an account set up with Oregon Tech, allowing us to make purchases and have the business bill Oregon Tech directly.
  3. Last Preference: Out-of-pocket: if a club has exhausted all other avenues and has no other option but to pay out-of-pocket for supplies or other expenses, then a personal reimbursement may be processed. This is NOT recommended, as we prefer students and employees to avoid having to use personal funds for club expenses, and it takes some time for the reimbursement to be processed.

Budget Allocations for RSOs

The process of allocating Incidental Fee budgets to RSOs is:

  • Budget requests are submitted by RSOs in the Winter term to the Financial Allocations Committee (FAC). Maximum funding for Campus Clubs is $1,500 per club per academic year (after a club’s first year of recognition).
  • At the conclusion of budget hearings, the FAC makes recommendations to the ASOIT President regarding Incidental Fee allocations to clubs and programs.
  • The ASOIT President then calls a meeting of the Incidental Fee Committee (IFC). The IFC reviews the overall budget requests in the areas of Athletics, the College Union, and Campus Life (which includes all Registered Student Organizations).
  • The ASOIT President, on behalf of the IFC, then makes recommendations regarding the allocation of Incidental Fees to the President of Oregon Tech, who in turn takes the recommendations to the Oregon Tech Board of Trustees for final approval.

In order for a club or program to apply for IF funds, the following requirements must be met:

  • The group must be currently recognized by ASOIT and remain in good standing.
  • Requests for funding must utilize the required format set by the current ASOIT Finance Officer. The Finance Officer must approve any modification to this format.
  • The reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and any expenses the program expects to incur. Cost estimates must be specific and accurate.
  • All activities should benefit club/program members and potentially all students.

Budget allocations are made to campus clubs and student programs in three installments (approximately four weeks into Fall, Winter, and Spring Quarters) during the academic year. Club advisors and Campus Life staff members can help students with general usage of their accounts. The ASOIT Finance Officer and Director of Campus Life are available to assist clubs with writing budgets, and the Campus Life Office Specialist can assist groups with keeping track of expenditures.

Fundraising & Donations

Fundraising is a great way to supplement club funds. Money made during fundraising activities must be deposited through the Oregon Tech Cashier’s Office within 24 hours of collection (with the use of the Deposit Form Icon and a deposit bag, available at the Campus Life office). If the Cashier’s office is closed at the conclusion of a fundraising event, clubs may bring funds to Campus Life to be kept in a locked safe overnight, and must then collect funds on the following business day to be deposited with the Cashier.

Cash boxes for fundraisers
If you are hosting an event where you’ll need to make change, you can check out a cash box from the Cashier office. Please have your advisor email the Cashier at cashier@oit.edu with the request and the denominations that you would prefer at least two days prior to the event. After the event or fundraising activity has concluded for the day, deposit your funds within 24 hours. If you have questions or need help please see Campus Life. The following policies are in effect regarding fundraising and donations by Registered Student Organizations:

  • Fundraisers held for the purpose of making a donation to an outside charitable organization will be allowed upon approval via the Event Approval Form. Groups must plan for this in advance, provide meeting minutes that reflect the decision to hold a charitable fundraiser, and clearly advertise the purpose/organization receiving the proceeds throughout the event.
  • Groups will not be allowed to donate to any outside organizations other than through the process outlined above. 

Proceeds from fundraisers may be used in the following ways:

  • Supplementing activities, events and programs of the organization;
  • Purchasing supplies for club use;
  • Food purchases for club activities;
  • Purchasing promotional items for club members (such as shirts, water bottles, etc. that have the club name or logo on them) – ONLY through the use of the Personal Items Purchase Form.

Proceeds from fundraisers may NOT be used for the following:

  • Purchase of alcohol
  • Gifts of any kind – when a club wishes to purchase a gift (for example, as an end-of-year thank you to faculty or club advisors), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.
  • Donations to charitable organizations, except as outlined in the process above.
Clubs may, on occasion, receive donations of goods or services from area businesses in support of an event or fundraiser. Please check with Campus Life staff prior to soliciting for these types of donations, for information on dos and don'ts of requesting donations.

Fundraising Opportunities at Commencement

Campus Clubs are given the chance to host a fundraising table at Oregon Tech's annual commencement ceremony at the end of Spring term. A limited number of tables are available, and will be determined by the Commencement Committee. Fundraising sales are currently limited to flowers and/or bottled water.

Any club wishing to apply for consideration must do so using the Commencement Fundraiser Request Form. The Director of Campus Life will notify all applicants of the groups approved for tables.


Gifts of any kind may not be purchased out of the Campus Club or Student Program budgets, regardless of the source of funding (Incidental Fees or fundraising). When a club wishes to purchase a gift (for example, as an end-of-year thank you to a faculty or club advisor), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.

For more details on non-employee gifts and possible tax requirements, see the BAO web page.

Purchase Club T-shirts or Other Clothing/Personal Items

T-shirts, jackets, water bottles, or other items that club members wish to purchase for personal use may only be paid out of fundraising dollars or out-of-pocket contributions from the members. No incidental fees may be used for these types of purchases (with the exception of promotional items to be given away at club events where all Oregon Tech students are invited to participate and receive an item).

When planning such a purchase for club members' personal use, the Personal Items Purchase Form must be used and funds clearly tracked for the purchase. Contact Campus Life, for assistance if needed.

Special Consideration Funding

-    Special consideration funding can now be requested for single events and special purchases
-    Clubs are no longer required to match funds
-    There is no longer a $500 limit on special consideration funding
-    Clubs are no longer required to a special considerations hearing

Special consideration funding is available for all clubs.  To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form. Requests must be made at least two weeks prior to the event or purchase in order to allow time for processing, and no money will be reimbursed after an event has occurred or purchase has been made. 

Special Consideration Funding budget requests should include the following information:

  • Name of the club requesting funds
  • When the funds are needed
  • Reason for request
  • Benefit to the club, Oregon Tech, and/or community
  • A complete breakdown of costs

Budget requests for trips should include the following:

  • How many people are going?
  • Where is the group going?
  • How will the group get there (i.e. plane, bus, car, or school van) and what are the costs associated with transportation?
  • Lodging, registration fees, and costs for any banquet that may be required. (NOTE: Meals are not normally acceptable budget requests.)

Treehouse Mini-Grant Application

Any student club-initiated project or event that addresses diversity, inclusion, and/or promotes a safe and welcoming environment for women, people of color, the LGBTQIA+ community, and/or other diverse groups are eligible to apply for this mini-grant of up to $2,500.

Click here to apply.

Note: To be considered for this mini-grant, please apply at least 4 weeks before your intended project or event.

For any questions or concerns, please contact Multicultural Affairs: multicultural@oit.edu.



Club & Student Program Travel

For student travel not related to academics (e.g., campus clubs and student programs), assistance is available in the Campus Life Office for making travel arrangements and payment.  Please read through the items below for all travel requirements. 

Student Travel Approval & Itinerary Form

Please complete and submit the Student Travel Approval & Itinerary Form at least 10 Days Prior to Travel.

This form should be submitted by the "Group Leader," the student or advisor who is making the travel plans.  It will ask you for the itinerary details, trip costs and funding methods, and the names and email addresses of all attendees

It is recommended that you schedule an appointment with Campus Life, if this is your first time completing the travel forms online. 

Please keep in mind that students may only drive 7-passenger vehicles and only 300 miles per driver per day.

All trip attendees who you listed will be sent an automated email asking them to confirm their participation on the trip.  Each person is required to complete and submit the online form prior to departure.  

The trip leader will be notified via email as each participant completes the confirmation form.  Trip leaders should maintain records of all participant information and be prepared to provide it to emergency services in case of an emergency.  

Driver Certification Form

To drive on behalf of the university in a personal vehicle, rental vehicle, or university vehicle, each student and employee at Oregon Tech must complete a Driver Certification Form.

Drivers will receive an email from Campus Safety with the approval or denial of the request. You are not approved until you receive the email confirmation.  You make check the status of your request by emailing Campus Life. 

Reservations & Payments

The Business Affairs Office (BAO) does not permit Group Travel Cards to be checked out to students. A travel card may be checked out and used by a club/program advisor (an Oregon Tech employee), and may be used toward all expenses directly related to the travel/conference/trip. If an advisor will not be traveling with the group, then expenses must be paid for in advance or as reimbursement upon return from the trip. See below for details on specific allowances related to these expenses.

Hotel, Rental Car, Flight and Registration Fees must be arranged and paid for prior to travel.


If making a reservation on an online site like Priceline.com, the cost of the hotel stay may be paid for in advance, and can be done with the use of a Group Travel Card on campus. Keep in mind that using this method to reserve hotel rooms is usually non-refundable – so please be sure that travel plans for the group are firm before booking.

If an advisor is traveling with the group, then the hotel can be reserved on a Group Travel Card and the advisor can take the Group Travel Card with them on the trip to present for final payment at the hotel.

Sharing rooms (multiple travelers per room) is not required, but can definitely help with your overall budget for the trip. There is a maximum allowable cost per room of $120, regardless of the number of people in the room.* If the price per room will be over that amount, you must receive approval prior to booking.  Please consult with Campus Life for assistance. 

*An exception to this rule is if the hotel is serving as the host site for the conference and the price per night is above $120. In this case, an Exception Request is not required, but proof that the hotel is the conference host site is required.

Regardless of the method of paying for hotel reservations, hotels normally require that a credit card be presented for incidental charges to the room (food, movies, etc.). We recommend that a debit card is not used for this purpose, as most hotels will charge an amount to the card to ensure that it has sufficient funds. An actual credit card is better for this. *Incidental charges to hotel rooms are generally not reimbursable, and should be avoided.

Rental Car(s):

Rental vehicles may be reserved and billed directly to Oregon Tech, with payment being processed after the trip. Both of these rental companies work with us for direct billing: 

Both companies now have drop boxes for returning vehicles, so cars can be dropped off after hours without additional charges incurred.

Enterprise is closed on Saturdays & Sundays, but will work with groups based on the drop box information above.


Groups are not required to obtain quotes from a travel agency prior to booking flights, but Oregon Tech does work with Azumano Travel as an option (if groups would like assistance with making travel arrangements). In general, direct booking through online travel websites is typically cheaper. Remember that no flight reservations should be made before obtaining budget approval through the Student Travel Approval Form.

Don't forget to include baggage fees in your budget planning, unless the group agrees that those costs will be paid out-of-pocket by each participant.

Registration Fees:

Registration fees may be paid from a Group Travel Card here on campus if the conference host organization accepts credit cards for payment.

If a check is required for registration, you must obtain an invoice from the conference host organization to submit for payment to be processed. In that case, a Vendor Setup Form must also be completed by the conference host organization in order to get them set up in our system to be paid.


Student meals are not reimbursable. If a club advisor (employee) attends the trip, they may check out a Group Travel Card and meals may be purchased from the club’s budget (as approved in advance).

Travel Reimbursement Request form must be submitted for any reimbursements required. Receipts for parking, taxi, and shuttle must be included with this form in order to process reimbursements. The link to the form is on the Travel & Reimbursements web page.

For all travel, timely submission of paperwork for reimbursement is expected. All reimbursement paperwork should be submitted within one week of return from travel.

When traveling by car:
When traveling with a rental vehicle(s), fuel receipts must be turned in for reimbursement. 

When traveling by personal vehicle, fuel receipts are not required; you will be reimbursed for mileage. Mileage reimbursement takes into account fuel as well as wear and tear to your vehicle. See the “Travel Reimbursement Rates” link at right for details on short trip and long trip mileage reimbursement.

Remember that when traveling by car, all drivers must have submitted the Driver Certification Form (as outlined above), and cannot drive more than 300 miles per day per driver. If a trip is in excess of 300 miles one way, the group must have enough approved drivers to split up the trip into segments in order to meet this requirement.

Student Travel Agreement & Itinerary Confirmation

Once a Trip Leader submits Student Travel Approval & Itinerary Form online, all attendees will receive an email asking them to confirm their participation on the trip.  

Attendees will be asked to provide Emergency Contact Information and sign the release and waiver of liability criteria. 

Please remember that the Emergency Contact CANNOT be attending the trip. 

If an attendee is traveling separately from the group, at any point on the trip, they will be able to submit their own travel plans on this form.  

If an attendee did not receive the Student Travel Agreement & Itinerary Confirmation, please email Campus Life for assistance. 

Academic Travel

For student travel related to an academic program (e.g., conference, academic club competition), assistance is available from an academic support staff person for making travel arrangements and payment. Your advisor is often a faculty member and can therefore work through respective department support staff to arrange for assistance.

Driver Certification Form

The Driver Certification Form is required for all club and student program related trips for every driver on the trip (including drivers who are not traveling with the group). 

This application must be submitted annually.
(September 1 – August 31)

The form asks for the following:
  • driver's license information
  • history of traffic violations
  • history of crimes and accidents